mnscu human resources competencies · minnesota state colleges and universities human resources...

Minnesota State Colleges and Universities Human Resources Competencies of 13 Revised 1/4/2016

MnSCU Human Resources Competencies Definitions:

Level 1: An operational specialist in a specific support function, or a generalist with limited experience; typically an individual contributor

Level 2: An experienced generalist or a senior specialist; oversees projects, programs, or functions

Level 3: A highly experienced generalist or specialist; holds a formal title such as program director or chief human resources officer (CHRO)

1. Demonstrates HR Professional Expertise and Practice Applies the principles, theories, and practices of human resource management to contribute to the success of our colleges and universities; engages in ongoing professional development to remain current in the field

1.a. Academic HR Recognizes and addresses the impact of the academic environment on human resource practices Sub-competencies:

Academic freedom and intellectual property

Faculty assignment, credentialing, status tracking

Faculty hiring and salary placement

Sabbaticals

Level 3 Behavioral Standards

Educates HR staff in fundamental values and principles of higher education that impact the work of HR, including academic freedom and shared governance

Partners with academic affairs on contractual issues including faculty development, recruitment, compensation, and discipline

Demonstrates fluency in the language of senior leaders within an academic environment


Understands and respects fundamental values and principles of higher education that impact the work of HR, including academic freedom and shared governance

Understands contract language and implements HR processes relating to college and university faculty hiring practices such as assignment, credentialing, status tracking, and salary equity reviews

Maintains and facilitates relationships with academic affairs; assists individual faculty members with contractual questions


Performs basic HR activities relating to academic work such as faculty hiring, assignments, credentialing, and salary placement

Understands contract language and implements HR processes relating to faculty sabbaticals

1.b. Benefits Understands and provides information about benefits programs for all MnSCU employees Sub-competencies:

Federal and State laws such as Affordable Care Act/ Employer Shared Responsibility


Educates and advises HR staff on all state benefit plans

Ensures that HR staff provides employees with accurate and timely benefit information

Ensures compliance with state and federal employment laws


Performs all aspects of MnSCU-level benefits administration (health, dental, optional, etc.)

Educates employees on private/sensitive benefit issues


(ACA/ESR), Family Medical Leave Act (FMLA)

Health insurance

Paid/unpaid leave

Tuition benefits

Unemployment insurance

Workers’ compensation

Work/life, wellness programs

Understands contract language and college/university/system policy relating to benefits such as leaves, tuition waivers/reimbursement, and wellness programs

Maintains extensive knowledge of various benefits programs and options; recognizes anomalies in data and takes corrective action


Determines general employee benefits eligibility, advises employee of eligibility, and effects the appropriate transaction

Maintains knowledge of benefits programs and options to be able to answer questions, resolve and/or escalate issues, and distribute appropriate information

Runs regular audit reports and makes corrections to data

1.c. Classification Ensures that all employees are placed in appropriate job classifications Sub-competencies:

Job audit

Job design

Job evaluation and classification

Organization structure and design

Position management

Promotion, transfer, and demotion


Serves as in-house expert on the job classification process

Ensures compliance with federal and state laws, MnSCU and MMB guidelines and standards


Conducts job audits for all classified and unclassified positions

Conducts broad organizational analysis and advises supervisors and administrators on changes in organizational structure

Maintains advanced knowledge of the State of Minnesota job classification system and Hay evaluation method

Maintains advanced knowledge collective bargaining agreements, federal and state laws, and other policies that impact classification decisions

Works with supervisors to analyze department needs and make recommendations


Assists with job audits for a limited number of classifications

Works with supervisors to maintain updated position descriptions

Maintains basic knowledge of the State of Minnesota job classification system

1.d. Compensation Ensures that all faculty and staff are compensated in a timely and accurate manner Sub-competencies:

Appointments

Compensation program administration

Fair Labor Standards Act (FLSA) determination


Serves as in-house expert on compensation program administration, including executive and faculty compensation

Maintains internal and external compensation equity

Ensures compliance with state laws


Assists with or conducts job audits and salary placement for administrative, managerial, and faculty classifications

Assists supervisors in determining work scheduling and compensation flexibilities (i.e, alternative work schedules, flextime, FLSA standards)


Pay and leave administration (i.e., across-the-board adjustments, overpayment recapture, overtime differential pay)

Payroll

Salary placement and progression


Maintains basic understanding of collective bargaining contract language related to pay scales, step progression, etc.

Processes employee assignment transactions to ensure employees are paid timely and accurately

Implements appropriate process for determining faculty salary placement

Monitors time reporting and determines eligibility for various contract differentials and other payments

Reconciles HR transactions with SEMA4 payroll data

1.e. Employee and Labor Relations Effectively conducts HR activities within a unionized environment Sub-competencies:

Complaint and grievance/appeal processes

Contract administration

Employment law

Investigations

Managing performance expectations

Mediation (interpersonal issues)

Progressive discipline up to dismissal

Public Employee Labor Relations Act (PELRA)

Shared governance

Union relations


Conducts investigations of workplace policy violations

Advises on 2nd or 3rd step grievances and prepares management for arbitration

Demonstrates ability to interpret and communicate bargaining contract(s) language

Works collaboratively with labor representatives (i.e., attending meet and confer sessions, grievance hearings, serving on negotiation teams, etc.)


Maintains advanced knowledge of federal, state, and MnSCU labor policies and employment laws

Provides counsel and guidance to stakeholders regarding all aspects of employee and labor relations

Demonstrates ability to interpret and communicate provisions of collective bargaining agreements and plans and provides training/orientation to managers and supervisors

Identifies, evaluates, and recommends management interventions to solve complex problems and issues

Applies knowledge of consensus building, negotiation, coalition building, mediation, and other non-adversarial problem solving approaches to resolve problems and advise management


Understands and able to effectively apply basic contract interpretations as needed.

Researches information and determines relevant documents for advance HR staff through the grievance process

Understands the role of employee vs. employer and is able to navigate each role effectively

1.f. HR Technology, Systems, and Data Conducts HR work using information technology tools, HRIS systems, and reporting data


Ensures the delivery of high-quality HR processes

Recommends and implements HR technology resources and plans

Maintains advanced knowledge of key industry and organization metrics


Sub-competencies:

Analytics

Data integrity

Data privacy

Management and HR information systems

Payroll processing

Personnel transactions (for example, health care savings plan, leave management, supplemental retirement plan, vacation conversions, etc.)

Reporting

Seniority rosters

Separation payouts


Comprehensive understanding of HRIS transactions and effects on data and analytics

Understands appropriate sources of data and uses data appropriately

Ensures data integrity and resolves issues relating to HR reports and transactions

Analyzes information in order to accurately respond to data requests

Creates queries and uses databases to gather information for decision making


Employs standard operating procedures and policies when performing HR transactions

Maintains basic understanding of SCUPPS, SEMA4, and other reporting tools

Manages data accuracy of the SCUPPS to SEMA4 interface

Understands and complies with applicable reporting standards

Understands concepts and outcomes of coding assignments, job information, salary amounts, etc.

Uses discretion when managing sensitive information and complies with data practices laws and policies

Responds to data requests in an accurate and timely manner

Uses basic HR data reporting tools to run queries and generate reports

1.g. International HR Recognizes and navigates the HR implications of international hires Sub-competencies:

Employee documentation

Faculty/staff exchanges

Visiting professors


Collaborates with institutional legal representatives to ensure that documentation for international hires is compliant


Maintains current knowledge and procedures for documentation required for international staff and students


Understands international regulations for employment experience (e.g., specific visa sponsorship for international workers)

Maintains information related to special requirements for tax and retirement for international employees

1.h. Legal compliance and risk management Attends to the legal and procedural requirements for HR work in MnSCU Sub-competencies:

Data privacy and security of records; Minnesota Government Data Practices Act

Federal and State regulations, such as:


Maintains knowledge of current laws, standards, legislation, and emerging trends that may affect organizational behaviors and practice

Develops policies and procedures consistent with college/university/system office values and goals

Demonstrates an advanced understanding of data privacy regulations

Oversees human resources issues involving legal and financial risk to the organization


o Affirmative Action/EEO o Americans with Disabilities Act (ADAAA) o Family Educational Rights and Privacy Act

(FERPA) o Workers’ Compensation

Health and safety

MnSCU institutional policies/procedures


Maintains a thorough understanding of policies and updates procedures as needed

Maintains knowledge of current laws, policies, and procedures related to workplace regulations and human resources compliance

Assists in developing human resources policies and procedures to ensure legal compliance

Facilitates collaboration between all functional areas that have responsibility for legal compliance and risk management (i.e, safety, facilities, WC, HR, finance)


Maintains basic knowledge of current laws, policies, and procedures related to workplace regulations and human resource compliance

Articulates the application of policies and procedures to staff and supervisors

Recognizes workplace risk management issues and reports to leadership (safety, health, etc.)

Adheres to policies and procedures consistent with college/university/system office values and goals

1.i. Public sector/MnSCU HR Recognizes how the academic environment impacts the practice of human resource management Sub-competencies:

Classified/unclassified service

Legislative process

MnSCU system organizational structure

MnSCU system relationships, including: o Campus/system office o State of Minnesota/MMB

Public employment reporting and compliance

Shared governance


Implements routine reporting and accountability across all aspects of public sector human resources

Facilitates relationships with system office, MMB, and other state and local agencies

Provides information and support of systemwide activities related to state legislative process


Demonstrates advanced understanding of the MnSCU system organizational structure, its relationships with the state, and other issues unique to public sector higher education


Demonstrates basic understanding of the MnSCU system organizational structure, its relationships with the state, and other issues unique to public sector higher education

1.j. Recruitment and Selection Ensures timely, adequate, and diverse applicant pools to support the hiring process Sub-competencies:

Affirmative Action/Equal Employment Opportunity

Job posting and recruitment


Designing advanced recruiting efforts to support institutional and system hiring goals

Ensures employment screening processes are in compliance with contractual agreements and other standards

Oversees recruiting activities implemented through the HR office


Sourcing broad and diverse candidate pools

Pre-employment screening procedures

Search advisory committee process

Work authorization


Advises on and recommends to hiring managers the full available spectrum of recruitment strategies to attract highly qualified diverse pools of candidates

Conducts recruiting outreach efforts by representing the institution/system at job fairs and other recruitment events

Provides advice, guidance, and training to all search advisory committee members


Practices AA/EOO principles in all recruiting and selection efforts

Maintains advanced knowledge of job boards and applicant tracking systems to assist hiring managers and job applicants

1.k. Retirement Understands and informs others about retirement options for all MnSCU employees Sub-competencies:

Retirement information for current and retired employees

Retirement plans (mandatory and voluntary)

System policies and procedures such as early retirement incentives and reporting requirements


Informs HR staff on administration of all state retirement plans

Ensures compliance with state and federal laws


Informs employees on all retirement benefits and programs

Maintains extensive knowledge of defined benefit and defined contribution retirement programs and options and be able to recognize anomalies in data and take corrective action


Determines employee retirement eligibility, informs employees of their options, and completes the appropriate transactions

Maintains knowledge of defined benefit and defined contribution retirement programs and options to be able to answer questions, resolve issues, and distribute appropriate information

1.L. Strategic leadership and partnership Collaborates with HR stakeholders by advocating for effective HR practices and providing resources Sub-competencies:

Change management

Emergency responsiveness

Fostering a healthy workplace climate

Organizational development o Organization analysis/

development/design o Succession planning o Workforce planning and reorganization


Partners with executive-level staff throughout the college/university/system office on HR initiatives to foster a healthy organizational culture

Assesses organizational HR needs through collaboration with faculty and other campus stakeholders; proactively develops and implements strategic response

Provides organization development consulting (such as workforce planning, organization design, succession management) to departments and institutional stakeholders

Participates as a member of the institutional leadership team in emergency management (responding to major personnel events, emergency preparedness, etc.)


Supports HR efforts related to change management and organizational effectiveness initiatives

Implements HR operational strategy


Workplace climate/diversity, equity, and inclusion

Assists managers and supervisors with workforce planning and reorganization strategies to align with organizational objectives and goals

Conducts workplace climate assessment and recommend/implement strategic responses Level 1 Behavioral Standards

Assists with workplace assessment and strategy implementation

Recognizes patterns in HR transactions and responds appropriately (for example, identifies a possible need for change management when a unit experiences multiple new hires; seeks explanation when a unit experiences unusually high turnover)

Implements proper procedures in response to emergency situations

Represents HR on institutional and systemwide committees and task forces

1.m. Talent Development Uses HR development strategies to support a well-educated and engaged workforce Sub-competencies:

Coaching and mentoring

Employee recognition

Employee training

New employee orientation

Onboarding, offboarding

Performance support

Professional development


Mentors HR professionals and others within the college/university/system office

Provides expertise to support professional development

Creates and implements talent management strategy for their own HR unit (succession planning, recognition, etc.)


Develops employee training content, materials, and/or facilitate/present training

Provides advice, guidance, and training on performance support (setting goals and expectations, development plans, evaluating performance, etc.)

Oversees new employee orientation and professional development activities


Assists with coordinating campus-wide development and recognition activities

Partners with hiring managers and other campus departments to implement orientation, onboarding, and offboarding programs

Tracks mandatory training compliance

2. Understands Self and Others Identifies one’s personal values and priorities; recognizes how one’s style and communication preferences impact others Sub-competencies:

Emotional intelligence

Interpersonal skills

Leadership style awareness

Personal values clarification

Personality style awareness

Work/life balance

HR Behavioral Standards

Articulates own values and priorities

Understands roles and responsibilities

Knows own personality and work style preferences

Adapts communication to the differences in personalities and work styles of others

Models and promotes work/life balance

Demonstrates and creates an environment that values humility and self-assurance

Embraces opportunities to engage in continuous development

Open and accepting of feedback from others


3. Acts with Integrity Integrates individual and organizational values, ethics, and accountability throughout all HR business practices Sub-competencies:

Credibility

Personal and professional courage

Personal, professional and behavioral integrity


Maintains a culture that requires all employees to report unethical practices and behavior

Oversees processes to protect the confidentiality of employee information

Briefs executives on any reports of unethical behavior or conflicts of interest that might threaten the organization

Withstands political pressures when implementing and enforcing policies and procedures

Supports executives and makes own difficult decisions that align with the college/university/system strategies and values

Level 1 and 2 Behavioral Standards

Establishes one’s self as a credible and trustworthy source for all employees to voice concerns

Delivers what is promised and gives credit to others

Admits and learns from mistakes, corrects mistakes to utmost ability

Serves as a role model of ethical behavior by consistently conforming to the highest ethical standards and practices

4. Values Diversity Thrives in an inclusive and culturally competent workplace; creates an atmosphere of valuing and accepting others Sub-competencies:

Advocacy for marginalized populations

Cultural competence

Global perspective

Openness to various perspectives


Assists with mentoring/training on cultural trends and practices to all levels of organization

Models and effectively promotes affirmative hiring practices

Helps to identify and works to change organizational policies and practices that may be contrary to diversity and affirmative action values and principles

Ensures execution of programs, practices, and policies that make the strategic connection between diversity and inclusiveness practice with organizational success

Reviews HR practices to ensure cultural sensitivity


Fosters culture of inclusiveness within the organization

Actively seeks out and invites alternate viewpoints in planning, discussions, and decision making

Demonstrates support of organizational policies and practices that enhance diversity within the institution

Accommodates different personal styles that are effective in accomplishing desired outcomes

Seeks to understand the individual person rather than seeing the person as a representative of a group

Examines one’s own thought and language for assumptions and unconscious bias


5. Communicates Effectively Creates a free flow of information with and among stakeholders at all levels of the organization Sub-competencies:

Active listening

Diplomacy

Facilitation skills

Mediation skills

Presentation skills

Verbal communication skills

Written communication skills


Communicates strategy and initiatives to unit leaders and HR staff using appropriate methods

Solicits feedback and buy-in on HR initiatives from organizational stakeholders

Engages with stakeholders through influence, persuasion, negotiation or other communication methods to achieve desired outcomes

Facilitates difficult interactions to achieve optimal outcomes


Listens carefully and understands differing points of view

Creates channels for open communication

Presents ideas clearly and concisely

Demonstrates professional verbal and written communication skills

Uses effective communication techniques to assist parties in reaching resolution

6. Builds Trust Develops interpersonal relationships that inspire confidence in one’s character and competence as an HR professional Sub-competencies:

Accessibility

Advocacy

Competency

Confidentiality

Credibility

Humility

Integrity

Respect

Transparency

Visibility

HR Behavioral Standards

Establishes credibility in all interactions

Builds and maintains a reputation for competence

Fosters a positive and respectful work environment

Builds engaging relationships through trust, teamwork, and open communication

Is present and actively engaged in college/university/system office activities

Conducts themselves in a manner that demonstrates professionalism and respect for others

Develops a network of contacts including senior leaders, operational teams, staff, peers, suppliers/vendors, and community leaders across organizations

Follows through and keeps commitments

Proactively works to restore trust when broken

Keeps confidences when appropriate

7. Fosters Customer Service Orientation Responds effectively to internal and external customer needs Sub-competencies:

Attentive listening

Creative problem solving

Receptive to questions

Respectful and professional demeanor


Ensures an HR structure that provides the expertise necessary to effectively serve the organization

Manages internal and external relationships in ways that promote the best interests of all parties

Supports college/university/system office leaders on major projects


Responsive

Provides guidance to managers and unit teams

Ensures that HR solutions are timely, cost effective, and high quality


Looks for ways to continuously improve results or outcomes to effectively serve the organization and increase satisfaction of HR service

Manages internal and external relationships in ways that promote the best interests of all parties

Provides coaching and guidance for individual employees (i.e., career planning, triage related to HR issues)

Develops and maintains partnerships with vendors, employees, students, and supervisors to maximize value to the organization

Assesses, identifies, and implements appropriate solutions utilizing HR expertise/perspective

Demonstrates active and effective listening skills

Models respectful and professional interactions

Works with other institutional and systemwide units to provide consistent information; makes accurate referrals when necessary

8. Demonstrates Stewardship Understands principles of budgeting, finance, and human resource management; demonstrates ethic that embodies the responsible planning and management of resources

Sub-competencies:

Knowledge of finance within the MnSCU system

Knowledge of government and regulatory guidelines

Process improvement

Resource and budget management

Risk and compliance management


Demonstrates an understanding of the strategic relationship between effective human resource management and core college/university/system office functions

Aligns HR strategy, goals and objectives to overall college/university/system office goals and objectives

Builds business cases for HR projects and initiatives

Measures the ROI for HR initiatives to ensure value to the organization

Manages risk, opportunities, and gaps in HR strategy

Pursues shared service solutions to increase efficiency and effectiveness


Obtains and uses appropriate information to make responsible decisions about resource allocation

Understands how MnSCU relates to State government and how our actions impact taxpayers, students, and other stakeholders

Recommends business process improvements


9. Articulates Vision and Mission Understands vision, mission, and goals for HR initiatives that contribute to the overall mission of the college/university/system office

Sub-competencies:

Change and continuity management

Collaborative ability

Influence

Innovative

Mission driven

Results and goal oriented

Transformational leadership


Serves as the influential voice for HR strategies, philosophies, and initiatives within the

organization

Partners with leadership teams to design, maintain, and champion the mission, vision, and

strategy of the organization

Anticipates change and leads HR initiatives

Establishes programs, policies, and procedures to support the organizational culture

Promotes HR capabilities to the organization

Gains buy-in for organizational change across senior leadership

Translates the vision, mission, and strategy into HR projects and initiatives with milestones

and delivery schedules


Understands how one’s job role fits into unit, institutional and system vision, mission, and goals

Represents HR vision and goals to individual clients and stakeholder groups

Supports organizational change initiatives

10. Builds Organizational Capacity to Meet Future Challenges Strengthens the organizational college/university/system office ability to meet its goals and objectives Sub-competencies:

Change and continuity management

Organizational development

Project management


Encourages appropriate risk taking among stakeholders

Recognizes and assists in removing barriers to innovation for employees

Sets tone for maintaining or changing organizational culture

Provides change management and project management expertise and resources to supervisors, managers, and other leaders

Sponsors process improvement initiatives using evidence-based solutions

Ensures appropriate accountability for the implementation of plans and change initiatives

Oversees critical large-scale organizational changes with the support of business leaders


Uses appropriate project management techniques to promote and support organizational change (implementing ACA requirements, rolling out new processes, etc.)

Collaborates within and across institutions to provide greater efficiencies and effectiveness in HR practices and programs


11. Demonstrates Effective Decision Making Makes well-informed, timely, and data driven decisions

Sub-competencies:

Critical thinking

Measurement and assessment skills

Personal accountability

Problem solving

Research methodology


Makes sound decisions based on evaluation of available information

Maintains advanced knowledge in the use of data, evidence-based research, benchmarks, HR and business metrics to interpret data and make critical decisions

Analyzes organizational issues, changes, or opportunities; uses data to recommend HR actions to college/university/system leadership; implements and supports decisions

Engages stakeholders in the decision making process

Articulates complex information and decisions to stakeholders

Demonstrates managerial courage


Knowledgeable in the use of data, evidence-based research, benchmarks, HR and business metrics to interpret data and make critical decisions

Effectively communicates complex information and decisions to employees and institutional management


Understands the role of data in decision making and provides timely and accurate information to support HR activities at the college/university/system

Uses good judgment to know when to seek assistance to make accurate decisions

Confident with knowledge base to raise trends/patterns to higher level for appropriate action.

12. Demonstrates Organizational Skills Manages workloads; designs processes and procedures to assist in accurate and efficient completion of responsibilities

Sub-competencies:

Attention to detail (reporting, data integrity, auditing)

Follow-through

Time management


Manages own and others’ workloads in order to make effective use of time and energy

Manages projects to support institutional or systemwide goals and objectives


Takes responsibility for own work in completing day-to-day tasks; draws on available resources as needed to produce quality outcomes

Assists others and provides resources and support for daily work

Measures and continually improves processes, procedures, and services that enhance the ability to manage work flow across all system, fostering teamwork, collaboration, and integration wherever possible

Creates and maintains a sense of organizational stewardship


Uses resources and time effectively and efficiently


Ensures practices and procedures are conducted within regulatory guidelines

Provides accurate, consistent information to ensure data integrity

Provides information in a useable form and on a timely basis to others who need to act on it

Uses time management tools (checklist, schedule, calendar, etc.) to manage processes and communications; ensures that details are not overlooked and process steps are not forgotten

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